Terms and Conditions

Please take the time to read through the following terms and conditions as they contain valuable information for your event.

Event Agreement

* Indicates required field

Name of Bride *

First

Last

Name of Groom *

First

Last

Email *

Date of event *

Approximate time of event *

Bookings and Payment *

Bookings are not confirmed until a completed Event Agreement and deposit have been received and acknowledged by Rainforest Gardens. All tentative bookings will be held for a period of seven (7) days, after which time they will automatically lapse.Payment schedule: - $1500 as initial deposit to secure booking - Twenty-four (24) months prior (if applicable): $1500 - Eighteen (18) months prior (if applicable): $1500 -Twelve (12) months prior (if applicable): $1500 ​- Nine (9) months prior: $1500 - Six (6) months prior: $1500 - Three (3) months prior: $1500 - Two (2) months prior: Remaining balance, plus any additional costs & venue brief submitted.Final numbers must be provided at least two (2) weeks prior to your event. No further changes will be accepted after this date. Where numbers have changed since your original quote, a final invoice will be provided showing that variance.We only accept payment via bank deposit or cash. All charges include GST.Each invoice is forwarded to you upon receipt of payment for the prior invoice. It is your responsibility to pay on time as per the due date on the invoice, otherwise a late fee may apply.Please reference your payment with your invoice number and bride's surname.

Cancellations *

Cancellations must be received and acknowledged by us in writing.All cancellations will incur an administration fee of $200, plus the loss of any deposits to our external caterers that we make on your behalf, plus the following charges where applicable. More than twelve (12) months prior to the event, 25% of the deposit and payments made, will be refunded. Between six (6) months and twelve (12) months prior to the event, 25% of the deposit and payments made, will be refunded. Less than six (6) months prior to the event, no deposits and payments will be refunded.Changes to your wedding date are at our discretion & may only be made if written notice is provided at least six (6) months prior to your original wedding date.Changes to your wedding date once a deposit has been received will incur a $200 administration fee.

Peak Season Conditions *

Cocktail packages during peak seasons (March-May & August-October inclusive) must be minimum 70 guests on Friday and Saturday’s.We do not offer Ceremony Only or Wedding & Reception Packages during December and January.There is a 60+ guest minimum on Friday and Saturday. If guest numbers are less than 60, you will be required to pay for the minimum cost of at least 60 guests.

Package Choice *

Once your initial quote has been accepted, you are unable to downgrade your package choice. If you wish to upgrade to a higher package you are able to do so up to three (3) months prior to the event.

Pricing & Guest Numbers *

Until a booking has been confirmed by way of a deposit payment, prices are subject to change.Prices are based on minimum spend and minimum numbers. If numbers decrease from the time of the initial booking and/or quote, this will incur the fee of the higher per person price of the lower guest tier of the package. If there was a minimum requirement for your date (e.g. minimum 70 guests for the Cocktail Package, or 60+ guest minimum for Friday-Sunday), the minimum fee will remain as the minimum requirement (e.g. You booked a sit down package for 60+ guests on a Saturday, but then RSVP's come back at 55 guests. You will still be charged for 60 guests as this was the minimum requirement).The guest number refers to adults only (e.g. if you have 70 adult guests and 12 child guests, you do not qualify for the pricing in the 80+ Guest range). The pricing is designed to be as cost effective as possible for you, therefore we do not charge a standard price, regardless of guest numbers, but instead have different pricing for different guest tiers.Sunday bookings incur a $500 surcharge.We do not permit adult guests to attend the ceremony and not the reception. Children are an exception.

Rehearsal *

A one hour weekday rehearsal is included in all packages. To ensure your rehearsal can be scheduled around other events, we will only receive booking requests in the month leading up to your event. Should we receive another event booking at the time of your scheduled rehearsal, then that other event will take precedence over your rehearsal and another mutually agreed rehearsal time will be made with you.

Equipment Use *

All venue equipment is the property of Rainforest Gardens and is not to be used unless permitted by the Venue Manager. This includes the use of tables, chairs, wine barrels, glasses etc. If you require additional equipment other than what is stated in your invoice, you must discuss this with the Venue Manager and you will be invoiced accordingly.

Restricted Areas and Liability *

Access to areas displaying the signage 'Staff Only' and 'Private Property' must be adhered to.All sound and lighting is only to be operated by venue staff.No responsibility is taken by us for the loss of, or damage to, personal property whilst at the gardens.We do not provide an area for safe-keeping of belongings.

Photography & Videography *

Operation on a local government controlled area or road i.e. on Mount View Road or Council easement at top of Mount Cotton is permitted only with the written authorisation of the chief executive officer of Redland City Council (see Redland City Council Subordinate Local Law No.4 p.20)Operation within our property at Rainforest Gardens is permitted only in accordance with the safety laws as defined by the Civil Aviation Safety Authority (CASA) in the Civil Aviation Safety Regulations Part 101 that state; 1. If operating commercially and the drone weighs up to 2kg, advise us with proof of your Aviation Reference Number. The drone must then be operated only in accordance with the standard operating conditions as advised by CASA. 2. If operating commercially and the drone weighs more than 2kg, provide us with proof of your remote pilot aircraft operators certificate (ReOC) or remote pilot licence (RePL). The drone must then be operated only in accordance with the standard operating conditions as advised by CASA.We reserve the right to withdraw permission to use the drone at Rainforest Gardens if it is not operated in accordance with the standard operating conditions aforementioned.We also ask that you avoid any flight over our neighbours property to ensure their amenity is respected and that no livestock is startled.

BYO & Drink Service *

All 2018 packages include bar wait staff. Staff allocation is out our discretion.Utilising our Bar Wait Staff is compulsory for all events where alcohol is served, to ensure we meet Responsible Service of Alcohol Guidelines. We do not allow self serve alcohol.Spirits are only to be served in pre-mixed bottles or cans. We do not allow cocktails.Last drinks call is 30 minutes prior to the curfew time, and at this time all music must cease.Drink delivery must occur during your rehearsal time, as previously organised with the Venue Manager. No additional drop offs are permitted on the event day, and guests are not permitted to bring their own beverages.It is your responsibility to ensure all drinks are delivered directly to the beverage serving area. Venue staff are not available to assist.

Responsible Service of Alcohol *

We adhere to guidelines regarding the responsible service of alcohol and request that you assist with removal of any guests not acting in accordance with those guidelines, including, but not limited to, finding alternate transport for that guest.Should any situation escalate further, your security bond will be forfeited and removal of persons and/or the closing of the event may occur.

Water & Other Hazards *

Rainforest Gardens has numerous water hazards, including dams, waterfalls and a natural spring, and other hazards such as tree roots, steep inclines, stairs and slippery grassed/rocky surfaces.As it is difficult to light every area of the property, it is recommended that your guests take all necessary care when walking throughout the venue grounds and use areas that offer better lighting.Please ensure that your guests are made aware that your event is being held in a natural environment that contains these hazards. It is strongly recommended that suitable footwear be worn around the venue.Children must be supervised at all times.We strongly recommend the bridal party wear flat shoes or thick heels due to the natural environment and decking materials used in the ceremony area.

Disability Access *

It is the client’s responsbility to submit the venue brief 2 months prior to the event, detailing guests requiring mobility assistance at the venue.Based on the submitted Venue Brief information, or if any other immediate or unforseen circumstances arise whereby guests require mobility assistance, venue staff will be made available to provide such assistance as required on the day of the event.Ramp access is available to all locations throughout the grounds and a 4wd utility vehicle is available to provide mobility assistance to any of these areas upon request.An on-site toilet is also available for disabled access.

Start & Finish Times *

The event venue is limited to opening and closing hours from 9.00am to 10.00pm Monday to Saturday, and 9.00am to 9.00pm on a Sunday, in accordance with our Redland City Council permit.Our Wedding & Reception Package is seven (7) hours. The event must finish no later than 10pm on Monday to Saturday, and 9pm on Sunday, or seven (7) hours from the ceremony start time e.g. 3pm-10pm, 2pm-9pm. Should your ceremony start any later than 3pm, the finish time still remains at 10pm Monday-Saturday, or 9pm Sunday.​We pride ourselves on the preparation of the venue prior to your ceremony, and all preparation is done as close as possible to the time of your ceremony to ensure the venue looks it's best. Please take this into consideration, as we do ask that your photographer only commences photography of the garden 2 hours prior to your ceremony start time if necessary. If your photographer does plan on taking photos of the set up prior to guests arriving, you must notify the Venue Manager to ensure all preparation is completed prior to this.Please note that we do not allow pre ceremony functions, however you are welcome to have drinks available on arrival; 45 minutes prior to the ceremony start time, or car park opening time.As we take pride in preparing the venue for you as close as possible to your scheduled event time, guests are not permitted entry until 45 minutes prior to that start time, and gates will remain locked until then.The client agrees to the start and finish times of the event as per the Venue Brief.

Public Holiday Charges *

A 15% surcharge applies to all bookings on public holidays.Staffing rates will be adjusted accordingly for any additional time required outside of the package inclusions.

Smoking *

State Government smoking regulations apply to the venue, and therefore smoking is only permitted in allocated signed areas.Cigarette butts must be placed into the designated cigarette bins.

Parking *

The onsite carpark is available for use during your event and directional signage will direct guests to that area.Please respect our neighbours and avoid parking across driveways and in the cul-de-sac at the top of Mount View Road.Although access is available for vendor deliveries prior to the event, all vehicles must be removed from within the grounds at least 45 minutes prior to the event.

Bump In & Bump Out *

All bump in must occur from 9am-12pm on the day of the event, unless arranged prior with the Venue Manager. This includes hire items from external companies (e.g marquee, tables and chairs) and decorations for your event.Bump out must occur from 10 -11pm on the day of the event. If you would like to bump out the following day, this must occur from 8am-9am and will incur a $150 fee. If this procedure is not followed, your security bond will be forfeited. If external hire items are being utilised, it is preferable that these items are also bumped out at this time. Please discuss this with the Venue Manager before proceeding with booking any external hire items.Where you have provided additional decoration, all tape, cable ties etc are to be removed and disposed of appropriately. Additional charges may apply if this is procedure is not followed.No children are permitted during bump in/out.

Decorations *

As the property has underground power and irrigation, the piercing of ground for decorating purposes is not permitted.Our plants are not to be used as decorations. All branches, leaves and flowers are to remain in their place.All hanging decorations are to be approved by the Venue Manager two weeks prior to the event.No nails or hooks are permitted to be installed in structures.

Marquee Hire *

The hire of any additional marquee must be approved by the Venue Manager and our preferred supplier is the only vendor to be used for this purpose. Advice must be given at least 5 days prior to the event.The marquee placement is at the discretion of the Venue Manager due to underground irrigation and power, however it will be erected as close to possible to your preferred location.

Evacuation *

Please take all necessary direction from event staff in the event of a requirement to evacuate. Unless advised otherwise, the designated evacuation point is on the eastern side at the top of Mount View Road, on the grass verge opposite the main entry to the Rainforest Gardens.

Presence of animals *

As Rainforest Gardens is set amongst the natural environment and adjacent to productive farmland, please be aware that farm animals and fauna such as wallabies, goannas, scrub turkeys, bandicoots and various birdlife, may be present on the property and/or audible during your event.

Venue Appearance *

The gardens will alter in appearance in various seasons and weather patterns; all care is taken to maintain the gardens to a high standard at all times, however please be aware that weather patterns affecting the grounds are out of our control.

Rubbish Removal *

Rubbish removal is included in your venue hire, cleaning and admin fee. Please be respectful of the property and place rubbish in the bins provided and separate into general/recyclable items if possible.

Noise Requirements *

Noise emitted from our venue must be strictly in accordance with our Redland City Council permit. We cannot allow amplified bands of more than two (2) members, and no drum kits are permitted. Amplified music cannot exceed the background level by more than 10 decibels. Please ensure that any music operator engaged by you is aware of this requirement. We reserve the right to limit the noise emitted from your event to ensure compliance to that Council requirement.Music must cease, and last drinks will be called, 30 minutes prior to the curfew time.

Confetti/Rose Petals *

The use of confetti, rice, coloured paper, metallic party sprinkles or material potpourri is not permitted to be used at the venue. Freeze dried or natural rose petals are permitted.

Candles/Open Flames *

All candles must be either in a glass holder or be placed on a dish. Tea light candles are permitted given they are placed in a candle holder. Pillar candles must strictly be dripless to avoid damage to our tables and subsequent loss of your security bond.Chimenea's or fire pits are not permitted due to safety reasons relating to the open flame, however we do permit gas heaters.Sparklers and fireworks are not permitted.

Florist *

The client must liaise directly with our florist (florist@rainforestgardens.com.au) to select their flowers, to ensure the flower or colour choice is available and is suitable to the package chosen. This must be done a minimum of 2 months prior to your event date.All effort will be made to supply the products agreed upon, however we cannot be held responsible for product unavailability, as a result of but not limited to, seasonal variation or poor quality. The florist reserves the right to their discretion to supply similar high quality product under such circumstances and will try, where possible, to discuss this alternative product with you prior to supply. Please understand that flowers are perishable. Once the flowers are dispatched, changes in their environmental condition may result in their longevity being reduced.If the client uses the florist credit in full as included in the package, they are welcome to add on further florist items. This will be invoiced by Rainforest Gardens directly.

Catering *

Upon confirmation of your booking, a $200 non-refundable deposit will be made on your behalf to our caterer.Once a package is confirmed, pricing will not change unless the client changes the menu.Each event is allocated an approximate time frame for staff to be on site. If you request service to be pushed back longer than thirty (30) minutes or your itinerary is longer than the allocated time quoted for staff, this may result in further charges to cover staff costs. Time allocated is generally 4 hours, including bump in and bump out of catering staff.Once the client confirms their package with Rainforest Gardens, it is the responsibility of the client to consult directly with Private Chefs of Brisbane Caterers regarding the menu.Children’s meals are 3/4 of the adult menu per person price for the children’s plated menu, or full price for the same menu as guests. Please note, NO alcohol is to be served to these minors.As we are not a restaurant, unfortunately we cannot offer food tastings. Rainforest Gardens hold public Open Days, in which you are welcome to attend and taste the food our caterer provides.

Wedding Coordinator & Wedding Stylist Package *

The Wedding Coordinator and/or Stylist Package must be booked at least 3 months prior to your wedding date, but it is recommended that you do consider this as close to your date of booking so you receive the full value of the package.A 50% upfront payment is required, and upon receipt of this deposit, your first meeting can be arranged. It is your responsibility to arrange a meeting time if you wish to make use of this inclusion.The final 50% payment is due 2 months prior to your wedding date.Your Wedding Coordinator or Stylist will be allocated to you, depending on staff availability. We cannot guarantee that the Wedding Coordinator will remain the same for your wedding day.Please note any additional tasks not outlined in the package inclusions may incur an additional fee.Where a request is made for placement of place cards: the placecards must be delivered to our venue personally and organised into table numbers (the individual tables, not rows), in guest order. An additional $100 surcharge will apply if this procedure is not followed.